Our Purpose

To provide safe, customer-focussed, integrated and efficient transport services.

Position Title Level Position Number

Contract Administration Officer 4 34940

Division/Directorate Branch/Section
Major Projects Unit

Effective Date Health Task Risk Assessment Category

December 2016 5

Reporting relationships

Superordinate: Executive Director Major Projects, Class 2

Subordinates: No Direct Reports

Key role of this position

Assists with the establishment and administration of contracts for major infrastructure projects within the Major
Projects Unit and provides financial management support to these contracts. The position also provides
guidance to members of the Major Projects Unit on tendering and contract administration issues by providing
advice and effective liaison with senior management, private and other public sector agencies.

Core duties and responsibilities

Contract Administration
Coordinates the development and administration of contracts and provides advice and support Major
Projects and the Contract Administration Coordinator.
Prepares letters and other documentation relating to contract administration, tendering and procurement
matters.
Maintains the contract administration system and subsidiary systems to ensure a full and complete
record of all contracts, including contract variations.
Liaises with project team members in the development of documentation required for advertising
tenders.
Facilitates compliance assessments, acceptance and unsuccessful tenderers letters.
Administers contracts that directly relate to major infrastructure projects within the Major Projects Unit.
Evaluates and recommends contract variation proposals with a view to improving service outcomes.
Monitors contractor performance against service delivery requirements to ensure standards and
contract outcomes are met in accordance with the contract.
 Provides information and advice in relation to contractor performance and the administration of
contracts to ensure risks are managed and successful outcomes maximised.
Analyses and resolves issues raised by contractors.
Assists with research into improved methods and procedures of contract administration.
Evaluates requests for contract price reviews, negotiates with the contractor an agreed price variation
and prepares the appropriate contract variation documentation.
Provides input to regular reporting for each project and Divisional control monitoring.

Financial Support
Assists in the preparation of budgets and monitors the financial performance of contracts to provide
advice to Project Directors.
Participates in the financial review process, undertakes audits and report findings.
Assists with the development and review of contract documentation including facilitating contract
variations and extensions.
Assists with the financial analysis of contracts.
Coordinates the verification of contractors invoices to ensure they are in accordance with the terms of
the contract and recommends the invoice for payment.

Essential Work Related Requirements

1. Job Specific
Demonstrated experience in providing procurement and contract administration support, including the
preparation of tender documents, contract documents and associated correspondence to relevant
stakeholders.
Well developed knowledge and understanding of procurement policy and procedures as they relate to
the State Public Sector.
Knowledge and understanding of accounting principles and practices.

2. Communication and Interpersonal

Well developed written, verbal and interpersonal skills, including the ability to negotiate and liaise with a
range of internal and external stakeholders at all levels

3. Conceptual, Analytical and Problem Solving

Well developed conceptual, analytical and problem solving skills, including the ability to research, apply
analysis and undertake contract risk assessments and reviews.

4. Organisation
Considerable planning and organisational ability, in particular, the ability to assess the importance and
urgency of tasks in relation to competing interests and timelines.

Special Appointment Requirements

Satisfactory completion of required medical examinations to verify physical fitness to perform the duties
of the position.
Provision of a current National Police Clearance certificate, dated 3 months or less from the date of
application for the position.
Certification
The details contained in this document are an accurate statement of the duties, responsibilities and other
requirements of the position.

Managing Director / Executive Director / General Manager

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Signature Date

Employee
I have read and accept the responsibilities of the Job Description Form.

The positions duties are to be performed in accordance with the PTAs Code of Conduct and the PTAs Values.

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Signature Date